Solving CommonWeb Time Entry &Payroll Problems

Spectrum WorkshopDanny Linton & Judith Dallas

August 9, 2007

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Agenda

• Common WTE Issues for Employees

• Common WTE Issues for Approvers, Proxies, and Acknowledgers

• Common Payroll Issues

• Questions

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Common WTE Issuesfor Employees

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• Save holds your entries but keeps document in your possession

• Submit for Approval releases timesheet to supervisor and employee is locked out!

Save vs. Submit for Approval

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• Biweekly employees must enter 7.5 on Holiday Pay line for University holidays

If you physically work on the holiday, enter both regular hours worked AND 7.5 holiday hours

• WTE does not calculate overtime for you, so remember: 37.5 hours regular time2.5 hours straight overtimeAnything above 40 hours is premium overtime

• Overtime is calculated on a Saturday thru Friday basis Each biweekly pay period contains two Sat-thru-Fri periods Holiday pay hours DO count as regular hours towards premium overtime, applicable during the work week in which the holiday fellSick leave, annual leave, etc. do NOT count towards premium overtime

Reporting Holidays & Overtime

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• Employee A is present at work for 30 hours in week 1, has 1 holiday, and took 1 day (7.5) as sick leave. The hours reported would be as follows:

7.5 Holiday7.5 Sick Leave22.5 Regular Pay7.5 Straight Overtime

• Employee B is present for 37.5 hours in week 1, has 1 holiday and did not take any other time off. The hours reported would be as follows:

7.5 Holiday30.0 Regular Pay2.5 Straight Overtime5.0 Premium Overtime

Reporting Holidays &Overtime: Examples

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• Viewing and entering anything to your time sheet/leave report opens it to you AND your supervisor (GOOD!)

• Just viewing your time sheet/leave report opens it to YOU ONLY (BAD!)

If You Start It,Do Something With It!

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• “Time Transaction Already Exists”What it means: Employee attempted to start a time sheet that has already been initiated and is in an In Progress status. This error can occur when a user clicks on the Web browser back button after previously selecting and starting a time sheet.

• “Submit Not Allowed”A record was attempted to be submitted more than once. This error can occur when the user double-clicks on the Submit for Approval button, or if the user attempts to use the Web browser back button and make changes to the record after it has been submitted.No button or link in WTE requires a double-click!

• “You have no records available at this time. Please contact your Payroll Administrator if you have any questions.”

Your routing/approval queue has an error. (bftech@memphis.edu)You may be clicking on the wrong type of time/leave record. Your employee record has not been set to Time/Leave Reporting via the Web on your NBAJOBS record.

Strange Error Messages

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• Use online Help in Web Time Entry for a complete list of errors and warning & what they really mean.

Strange Error Messages

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• Use online Help in Web Time Entry for a complete list of errors and warning & what they really mean.

Strange Error Messages

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Common WTE Issuesfor Approvers, Proxies,

and Acknowledgers

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Leave Balance Shortages

• Biweekly employeesLeave banks cascade from sick leave to annual leave to leave without pay Biweekly employees’ leave balances are NOT viewable in WTE for approversThe system will notify you of any possible leave shortages but will not prevent approval Since biweekly employees automatically roll into leave without pay, overpayment will not occur

• Monthly employeesLeave banks cascade still from sick leave to annual leave to leave without pay, but pay is not docked automaticallyMonthly employees’ leave balances ARE viewable in WTE for approversThe system will notify you of any possible leave shortages but will not prevent approvalMonthly employees are paid a flat amount per month and would need to be “docked” manually on a future check, if necessary (contact Employee Records if this is the case)

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Catching Overtime Errors

• Always look at the detail, not just the totals! Your employee may have entered his overtime incorrectly, but you will not notice this unless you view the detail. Click the employee’s name to do this.

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Knowing Your Pay Numbers• Pay numbers for monthly

leave reports correlate to the number of the month

• Pay numbers for biweekly time sheets go numerically from 1 to 26; pay numbers are listed on the Payroll Schedules link in the Time/Leave Reporting Channel

• Fill this form out from top down, not bottom up!

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Dude, Where’s My Org?

• Until at least one employee within an org has started his/her time sheet or leave report, that org will NOT show up in the Department drop-down box

• If you have this situation, select ALL

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Extract Everybody!• NEVER leave any employees in your org in

Not Started statusEven if they didn’t work any hours/take any leave during that pay period, extract them and enter at least one zero (0), then submit & approve

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Portal Channel Issues

• Double line items Sometimes Approvers see duplicates intheir time approval channelsProcessing one line item will handlethem both

• Red-flagged items that never go awayOnly a major concern for approversAcknowledgers can remove these byacknowledging all employees (even after the closeof the pay period) and re-logging in

• Remember, proxies do not see anything in Time Approval channelAs a proxy, the system is not waitingon you to take action in the samemanner that it is waiting on anapprover to do so

• The “Update Approval Proxies” link in the Time Approval Channel does not work but is irremovable. If you need to update your proxies, fill out the appropriate form on the BFSS Web site.

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Other Issues

• Look at your students prior to the day time sheets are due to ensure they are listed accurately; deadline day is often too late to make changes

• If Required Action column says Override, that means the user currently logged in would be acting ahead of the employee who has yet to submit the document

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• “Approval Not Allowed”A record was attempted to be approved more than once. This error can occur when the approver double-clicks on the Approve button, or attempts to use the Web browser back button to return to records already approved.

• “No hours entered.”No hours have been entered into the time sheet and the record is in Errorstatus. Biweekly-paid time sheets must always contain at least one zero (0) entered into an earnings code (Enter Hours) field when the employee does not have any time to report for the payroll period. Not entering a zero (0) results with the record being placed in an Error status where it can not be approved. The employee (the originator) must restart the time sheet to clear the error and enter a zero (0) in one of the Enter Hours fields. Then submit the record for approval. If the employee originated and submitted the time sheet without entering any time, the superuser can not enter time, submit, or approve the record. The record will remain in error status for payroll processing.

Strange Error Messages

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Other Common Payroll Issues

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Extra Compensation Form• Make sure you are using the

latest version of the form. Latest version online at: bf.memphis.edu/hr/forms/extracomp.pdf

• Make sure name and Banner ID are for the SAME person

To make sure you have the correct information, you may go to NBAJOBS in Banner INB. If you have the appropriate security and the employee’s home ORG is your ORG, then you should be able to view the information.Also from NBAJOBS, you can get the information to complete the Employee’s Home Department (Name of Department), the Timesheet ORG (this is a 6 digit number on the Payroll Default tab), and E-Class (obtained from the Job Detail tab)

• Leave the Payroll area blank

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Extra Compensation Form (cont.)

• Be sure to mark the Earnings Code/Account Code section (Section 7).

• Make sure the FOAP information is correct in Section 9. Incorrect FOAP information will result in charges going to the wrong account.

If you do not know your FOAP, you may find out the Fund, ORG and Program via Self-Service by typing in the Index number. If you type in an invalid Index number, the Fund, ORG and Program from the previous query WILL NOT disappear. Please check to make sure there is not “Index not valid” at the top.

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Extra Compensation Form (cont.)

• Make sure ALLsignatures are completed (Sections 8, 9 and 10). Missing signatures will delay in paymentto the employee.

• Employee cannot be paid for services until AFTER the work is completed (the month AFTER the dates of service).

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Part-time Regular Positions

• When recording hours for regular part-time employees, make sure that hours recorded as regular do not exceed those that are budgeted per pay period.

Example: An employee is a 80% employee, so therefore scheduled to work 30 hours a week. The total number of REGULAR hours that should be recorded for them on the Web should not exceed 60 hours, as this will cause an overexpenditure in your budget.If the employee works more than 60 hours, then you need to record the amount over 60 hours as Straight Overtime. Keep in mind that the same rules apply regarding when they enter premium overtime (must have over 40 hours in one week).

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Adjustment Payrolls

• Adjustment payrolls may cause current year budget to be overexpended

When any adjustment payrolls are run, they will be charged to the same account code (ie. 61610) as the current year expenditures. This could cause an overexpenditure if the funds are not budgeted for that in the current fiscal year. The best way to try to prevent this is to make sure all your paperwork is in by the appropriate deadlines so that the employees can be paid during the regular payroll process.

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FAQs

• How can I tell who has been charged to my FOAPAL?

You can review the NHRDIST through e~Print or you may view the NHIDIST or NHIEDST on INB. The NHRDIST and NHIDIST are by ORG and the NHIEDST is by employee. The dates on each of these reports/forms are driven by the PAY DATE (check date), not the pay period dates. The NHRDIST is run separately for the different pay ID (BW or MN), but NHIDIST will pick up both IDs if both pay IDs had check dates during the period for which you are querying. For the NHIDIST, you do not have to have a Finance Document number, but it can help to narrow down charges if both pay IDs were paid during that time. The *FC is for the fringe benefits that are now being charged as a percentage (rate) of an employee’s salary. This is new with FY2008.

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FAQs (cont.)

• How can I tell if an employee has a job and therefore will get paid?

You may view the employee’s job assignment on NBAJOBS. You should go and review the dates and the rate of pay on the Jobs Detail tab. On the Payroll Default tab, you need to review the Timesheet ORG. This is especially critical for student workers as that drives how a timesheet will show up on WTE and who will be able to approve it.

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FAQs (cont.)

• How can I tell if one of my employees got paid and if they have a check to pick up or direct deposit?

PHICHEK is the form you can access to find out this information. It is by employee. Using the drop-down arrow by year, you may select which payroll you want to view. Only payrolls with disposition of 70 are completely processed. Once you have selected which one you are questioning, you may click ‘Next Block’ and it will populate the information. In ‘Document Type’, it will either show ‘Check’ or ‘Direct Deposit’. If it is a check, the employee will need to take a photo ID to the Bursar’s Cashier Windows to pick up the check. Caution: The checks are only kept at the Bursar’s office for approximately 1 week after the date the check is due to the employee. If you are in question as to whether it is still over there or over at the Payroll Office, please call the Payroll Office at 3841 to find out.

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FAQs (cont.)

• How can I get a copy of my last pay stub as proof of income?

Unfortunately, the Payroll Office is unable to reproduce those check stubs that are emailed to your University of Memphis email account. It is highly suggested that you print out the pay stub and/or file it away for access at a later time as needed.

• I didn’t get my direct deposit notification. Am I getting paid?

Sometimes the direct deposit notification registers as “Junk Mail.” You may need to check your “Junk Mail” on your email account and/or check the junk mail options.

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Other Questions?

• HR Program Guide: bf.memphis.edu/spectrum/hr

• Web Time Entry (webtime@memphis.edu)

• Employee Records (emprecords@memphis.edu)

• Payroll (payroll@memphis.edu)

• Student Employment (678-3708 or 678-3680)